PMO and PSO roles … in more details
Roles and responsibilities of Project Management Office (PMO) and Project Support Office (PSO) are crucial for successful project planning, implementation, compliance, monitoring, and reporting. PMO focuses on project support, standards maintenance, scope control, and communication coordination, while PSO ensures compliance, provides guidance, supports functions, and conducts quality checks. Understanding these roles is essential for effective project management.
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PMO and PSO roles in more details B. Meszaros, F. Vinagre, C. de Andres, J. Gafert, J. Liviu Project Management Office Information half day| 12 January 2021
Role definition as of Management Chapter 4 of Grant Proposal The PMO responsibilities include: Provide project support for planning and implementation by defining and ensuring the use of the appropriate processes; Maintain and develop project management standards, providing the relevant tools and software, templates and standardize documents such as PEP and project charts; Monitoring and control of project scope, and schedule of the grant agreement deliverables; Coordinate communication across Work Packages, in particular with the Lead Beneficiaries; Reinforce the standard quality through training of the project teams. The PSO responsibilities include: Ensure compliance with the project management policies and processes Provide best practice advices and guidance, templates for common documents or processes Support the PL ensuring support functions mainly in the preparation of the PEP, definition of the scope, schedule and budget and in the monitoring of project deliverables and use of resources in the WP. Provide quality check of the project task reports following guidelines and templates from the PMO. Support the PL in delivering the annual project technical report to the LB for submission to the PMU 2
and the details where the devil lies Knowledge area: MONITORING Topic Role of the PMO Role of the PSO Program Progress monitoring 1. Monitor and ensure that WP/Campaign activities are within agreed schedule and scope (grant deliverables, WP high level milestones and high level project deliverables) 2. Report periodically to GA on status of grant deliverables 3. Follow up status of Grant deliverables 1. Review information provided by PSO on the status of deliverables that contribute to the accomplishment of a grant deliverable 2. Identify critical issues, implementation risks and report to department heads and PM 1. Report progress to PMO on achieving high level milestones and high level deliverables Project Progress monitoring 1. monitor WP progress in terms of all WP deliverables and milestones (in percentage terms) 2. Assist PL/TFL in organizing progress meetings and in using IMS 3. Provide periodic progress report to PMO (status of deliverables contributing to grant deliverables; critical issues, etc. ) 4. Monitor and update campaign participation requests and verify actual participation (visits) with the machine Host 5. Assist PLs/TFLs in creating the Annual Technical Reports and forward them to COs for compilation of the department WPs 6. Collect project deliverables reports and ensure that reports are approved in IDM, following PMU procedure, to enable payments. 3
and the details where the devil lies Knowledge area: BUDGET Topic Role of the PMO Role of the PSO Budget management 1. Issue guidelines on method of assigning values to deliverable, in consultation with PLs and ADMIN 2. Together with PLs identify items with the highest potential budgetary impact to assess single-point risks. (part of the outcome of the risk assessment) 3. Investigate, together with Admin, deviations above/below a given significance to determine if they have arisen due to financial and/or technical reasons errors, delays, profiling, unplanned changes etc. and propose appropriate corrective action to be taken (ADMIN establish biannual snapshot financial reporting to identify variances with a level of significance and inform PMO). n/a 1. Assess if technical progress (according to time schedule) is in line with assigned financial resources 2. Inform PMO and ADMIN about any changes that may result in major deviations in the use of resources 3. Review periodically the status of pending deliverables and timely process deliverables to be withdrawn or cancelled. Resource allocation (WP level) 1. Assist the PL in the preparation of tasks in IMS 2. Oversee resources on the project level 3. Assist PL/TFL in updating the Project/campaign resource allocation 4
and the details where the devil lies Knowledge area: SCHEDULE Topic Role of the PMO Role of the PSO Integrated schedule management 1. Establish & maintain integrated schedule at programm level 2. Update of the integrated schedule with information received from WPs (via PSOs, SCPs) & Report; 3. Define, integrate and follow up of KPIs 1. Define extent of project schedule reporting (i.e. which Ds and Ms, etc.) - and exchange format to be used by PSO (and SCP) 2. Communicate complete set of KPIs to WPs (as defined in the integrated schedule) 1. Provide information on WP schedules to PMO as required 2. Provide WP KPIs to PMO for integration Project schedule management 1. Assist PL/TFL in creating and updating the project schedule and provide schedule information to PMO 2. Assist PL/TFL in keeping WP/Campaign schedule aligned with schedule of Grant deliverables and other KPIs 5
and the details where the devil lies Knowledge area: SCOPE Topic Role of the PMO Role of the PSO Project PMP definition/ update 1. provide PMP template 2. provide PM support to PL/TFL/PSOs 3. Follow up the updates of the PMPs 4. Ensure alignment of PMP with grant deliverables 1. Assist PL in the preparation of the PMP 2. Inform the PMO about the progress as required Annual Workplan definition/ update 1. Oversee the alignment of individual WP schedules 2. Stay informed of the AWP. 1.Assist PLs / TFLs in planning and drafting the Workplan document / update 2. Send finalised and approved input from PLs / TFLs to the PMU 1. Assist the PL in the preparation of the task specification Task Specification definition/ update n/a 6
and the details where the devil lies Knowledge area: CHANGE Topic Role of the PMO Role of the PSO Project Change Management 1. Provide PCR template and process 2. Assess the PCR wrt. scope, schedule and resources (in consultation with Admin), prepare recommendation 3. Participate and present PCR assessment to PBs as change management board (TBD by process) n/a 1. Assist PL in creating PCRs and follow up of the change process 2. Provide required information to PMO Configuration Management n/a Knowledge area: DOCUMENT Topic Role of the PMO Role of the PSO Document Storage & Access Control 1. Create and maintain IDM structure 2. Administer permissions in IDM 1. coordinate with IT-admin the IDM access of members within the WP (request access for newcomers, request closing access to those who leave) 2. Check (within respective WP) for compliance (of uploads, etc.) with established rules 3. Create detailed WP related folder structure (further to those defined by the PMO) 1. Keep WP documentation in IDM up-to-date 2. Ensure that reviewers and approvers of documents of the WP are assigned according to PMO/PMU guidelines Documentation management 1. Define review process for various types of documents 7
and the details where the devil lies Knowledge area: QUALITY Topic Role of the PMO Role of the PSO Project Reviews / Assessment 1. Assessment of WPs in terms of established rules and processes 1. Assist PL to ensure compliance of PMP with established rules 2. Oversee that established procedures / guidelines are followed (within WP) 1. Ensure compliance of all WP deliverables with established rules (submitted for approval to the PL) following guidelines and templates from the PMO Deliverables Review (formal) 1. Oversee deliverables compliance with established rules Knowledge area: RISK Topic Role of the PMO Role of the PSO Program Risk management 1. Collect, review the risks on a programmatic level ensuring mitigating strategy is in place and applied (critical risks included in the Grant Agreement) 1. Provide standard templates for risk management 2. Coach PSOs in providing the risk register in a suitable form 1. Report to PMO on any delays / unforeseen events that may jeopardise the overall progress of the WP Project risk management 1. Support PL /TFLs in establishing and maintaining the risk register following the template provided by PMO 2. Support PL /TFL in reviewing and updating the risk register 3. Provide required information to PMO according to the agreed interface format 8
and the details where the devil lies Knowledge area: COMMUNICATION Topic Role of the PMO Role of the PSO Communication 1. Communicate methods, (software) tools & techniques for successful implementation of the WPs 1. Keep PMO informed about interfaces with other WPs (Campaigns) and potential issues 2. Promote internal communication within the WP and be the contact point towards the participating labs 1. Identify training areas/ needs for the WP team Training 1. Deliver training to WP Team members, PL/TFL, PSO, COs, SCP in the use of tools, project management, procedures and standards established by the PMO 2. Review training effectiveness (lessons learnt) 3. Identify in collaboration with PSOs the areas/ needs and map out development plans for WP teams 9
Questions 10 B. Meszaros | FP9 Information day | 20 Oct 2020
